Position Summary: The Manager of Purchasing and Contracts is responsible for planning, organizing, and directing the overall operation of the Purchasing and Contracts Department. The Manager ensures accountability and responsibility for the purchasing function including overall responsibility for purchasing, contract review and administration of the College's procurement card program compliance. In addition, the Manager of Purchasing and Contracts supervises the college's Accounts Payable staff. The Manager protects the best interest of the College in purchasing matters and ensures compliance with applicable federal and state laws and the policies of the State of Tennessee, Tennessee Board of Regents and the College. Trains, assigns, and supervises the work of assigned personnel. Provides general support of the Business Office with specific areas including accounting, purchasing and contract management.
Duties and Responsibilities:
Prepares and approves all specifications for purchases, contracts, and analysis for all departments.
Develops, documents, implements, and enforces policies and guidelines as directed and on own initiative provides efficient and effective College purchasing, contracts, and credit card operation.
Develops and implements cost-saving measures, identifying waste and recommending improvement.
Works with College departments in all aspects of purchasing and acts as a liaison between College departments and vendors.
Generates and maintains the required TBR Purchasing and Contracts reporting, including the Small/Minority/Disabled Report and the Contracts Report.
Maintains all vendor data including applications, commodities offered, Small Minority information, IRS forms and vendor performance data.
Directs the preparation and review of all procurement and contractual bid documents including vendor selection for bids.
Responsible for overall review and accuracy of the formal bid tabulation, value assessment, and final award decision.
Reviews recommendations to ensure the bid awarded is the one that meets specifications, terms, and conditions of the invitation to bid and that quantity and quality are obtained for funds expended.
Serves as a resource for all questions regarding contract evaluation.
Performs a documented review and analysis of all contracts, leases and agreements for the College for required clauses to comply with federal, state, TBR and institutional regulations prior to routing for approval.
Informs management of the need to negotiate with contractors, vendors and legal representatives regarding the disposition of impermissible contract language and participates in the process of such negotiation as needed.
Monitors executed contracts and amendments for compliance with terms and conditions,
Monitors open encumbrances for purchase orders that need closing, need change orders, etc.
Works with Tennessee Board of Regents General Counsel and Purchasing and Contracts Office regarding contracts for goods and services, disposition of impermissible clauses and inclusion of required clauses.
Maintains and monitors the College's credit card system, including procurement card training, system set-up, problems with users, transactions, bank, etc. and performs monthly review of credit card transactions and receipts.
Prepares capital project expenditures and payments, including monitoring the TBR Capital Project system.
Maintains the automated purchasing system, including vendor management, training, adding new users, monitoring transactions, and troubleshooting system issues; and implements upgrades and new interfacing applications as required.
Ensures compliance with internal College policies and guidelines; Tennessee Board of Regents policies and guidelines; state purchasing and contractual integrity and compliance requirements; and federal purchasing and contacting regulations.
Work with Federal, State and Internal Auditors and provide data and explanations throughout the audit.
Serves as the purchasing lead point-of-contact for the two Tennessee Colleges of Applied Technology.
Serves as a member of the Executive Council and other College committees; and maintains membership in the Tennessee Board of Regents Council of Buyers.
Operates independently and with only limited direction in an office involved in providing services to students, staff and community and performing clerical and accounting tasks.
Assists with the year-end closing process and assists with the preparation of the annual financial statements for VSCC, VSCC Foundation and two Tennessee Colleges of Applied Technology.
Other duties as assigned.
Required Qualifications: Bachelor's degree in Business Administration or related area of concentration. Two (2) years of professional purchasing experience. Four (4) years of related business office and/or accounting experience.
Preferred Qualifications: Experience in a higher education or government setting. Experience reviewing and negotiating government contracts. Two (2) years supervisory experience/ management responsibilities related to Purchasing, Contracts and Accounts Payable office operations. Four (4) years working with large ERP system.
Knowledge, Skills, Abilities, and Work Characteristics: Must have a working knowledge of federal and state government and non profit purchasing law, policies and guidelines. Must have a working knowledge of contract review and contract law. Must have a working knowledge of accounting codes and budget availability. Must have intermediate to advanced computer skills, including experience with MS Excel, Word, Access, and Outlook. Must have experience working with large ERP systems and purchasing systems. Must have the ability to develop and monitor business processes for the purchasing function. Must have the ability to properly document processes and transactions for audit. Must possess excellent communication skills and an interpersonal service-oriented attitude. Must have a commitment to problem solving and have strong analytical skills. Ability to serve as a liaison between institutional departments and vendors.
Pay Rate: 48,370.00 - 60,460.00 annual salary depending on experience
Open until Filled: Yes
Special Instructions to Applicants:
Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.
Applicants may be subject to a background check. Equal Opportunity Volunteer State Community College, an AA/EEO employer, does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law. See the full non-discrimination policy.
The Tennessee Board of Regents does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law with respect to all employment, programs and activities sponsored by the Board. Full Non-Discrimination Policy.